Guest Liaison Timeline - Revision history

Taylorvalnes@digitalgrail.org at 16:34, 13 October 2022

2022-10-13T16:34:57Z

← Older revision		Revision as of 11:34, 13 October 2022
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	==Immediately after accepting the position==		{{Immediately after accepting the position}}
	* Get access to your convention email.
	* Read through the emails to get an idea of what sort of messages you should expect for the next year.

	==11 months before convention==		==11 months before convention==
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	* It’s recommended that you use a bulk store if able (Sam’s Club, Costco, etc).		* It’s recommended that you use a bulk store if able (Sam’s Club, Costco, etc).
	* '''A week before con''' you should verify with whomever is picking up guests that they are still on track to pick up said guest(s) from the airport.		* '''A week before con''' you should verify with whomever is picking up guests that they are still on track to pick up said guest(s) from the airport.
	* Validate [[Guest Liaison SOP~~]], and ensure any updates are complete before the end of the first week. This should include any info for Ops/Convention heads/Liaisons in case you're unavailable.~~		{{Timeline SOP\|Guest Liaison SOP}}

	==Liaison Head Responsibilities at Convention==		==Liaison Head Responsibilities at Convention==

Taylorvalnes@digitalgrail.org at 15:53, 13 October 2022

2022-10-13T15:53:18Z

← Older revision		Revision as of 10:53, 13 October 2022
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	[[Category:Guest Liaison]]		[[Category:Guest Liaison]]
	[[Category:Timelines]]		[[Category:Timelines]]
	~~''***NOTE: These timelines are estimates, you may need to adjust for your specific convention date''~~		{{Timelines}}

Taylorvalnes@digitalgrail.org: /* Month of convention */

2022-10-13T14:30:48Z

Month of convention

← Older revision		Revision as of 09:30, 13 October 2022
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	* It’s recommended that you use a bulk store if able (Sam’s Club, Costco, etc).		* It’s recommended that you use a bulk store if able (Sam’s Club, Costco, etc).
	* '''A week before con''' you should verify with whomever is picking up guests that they are still on track to pick up said guest(s) from the airport.		* '''A week before con''' you should verify with whomever is picking up guests that they are still on track to pick up said guest(s) from the airport.
			* Validate [[Guest Liaison SOP]], and ensure any updates are complete before the end of the first week. This should include any info for Ops/Convention heads/Liaisons in case you're unavailable.

	==Liaison Head Responsibilities at Convention==		==Liaison Head Responsibilities at Convention==

Taylorvalnes@digitalgrail.org at 13:41, 11 October 2022

2022-10-11T13:41:21Z

← Older revision		Revision as of 08:41, 11 October 2022
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	[[Category:~~guestliaison~~]]		[[Category:Guest Liaison]]
	[[Category:Timelines]]		[[Category:Timelines]]
	''***NOTE: These timelines are estimates, you may need to adjust for your specific convention date''		''***NOTE: These timelines are estimates, you may need to adjust for your specific convention date''

Taylorvalnes at 12:08, 4 October 2022

2022-10-04T12:08:09Z

@@ Line 7: / Line 7: @@
 * Get access to your convention email.
 * Read through the emails to get an idea of what sort of messages you should expect for the next year.
 ==11 months before convention==

Taylorvalnes: Created page with "Category:guestliaison Category:Timelines ''***NOTE: These timelines are estimates, you may need to adjust for your specific convention date'' ==Immediately after accepting the position== * Get access to your convention email. * Read through the emails to get an idea of what sort of messages you should expect for the next year. ==Guest SOP== * When considering guests * Ask Appearance Fee * What types of panels do they do? * Do they wander the con? (This is more..."

2022-10-04T12:07:30Z

Created page with "Category:guestliaison Category:Timelines ''***NOTE: These timelines are estimates, you may need to adjust for your specific convention date'' ==Immediately after accepting the position== * Get access to your convention email. * Read through the emails to get an idea of what sort of messages you should expect for the next year. ==Guest SOP== * When considering guests * Ask Appearance Fee * What types of panels do they do? * Do they wander the con? (This is more..."

New page

[[Category:guestliaison]]
[[Category:Timelines]]
''***NOTE: These timelines are estimates, you may need to adjust for your specific convention date''

==Immediately after accepting the position==
* Get access to your convention email.
* Read through the emails to get an idea of what sort of messages you should expect for the next year.

==Guest SOP==
* When considering guests
* Ask Appearance Fee
* What types of panels do they do?
* Do they wander the con? (This is more of an experience thing - guests who wander the con & actively participate are great!)
* Pre-Con:
** A/V and Room setup needs for guests
** Charity Auction Donations
** Flights
** Where do they want their hotel room
** Get liaison’s for the convention for each guest (or 1 per guest group)
** Pick them up from the airport or greet them if they drive here
** Write up info sheets for the guests, including their flight schedule, panel schedule, and your and the handler’s telephone numbers.
* During Con
** Check in with all the guests, be available to help them, bring them places or stuff, etc.
** Make sure your Liaisons are ok and not dying.
* After Con
** Get the guests to their flights, or see them off.
** If Paul St. Peter is a guest, take him (or have the liaison take him) to get Lefse before his flight.
** Help cleanup if there is time.

==11 months before convention==
* Update form about guest suggestions, ensure it’s posting to a new year tab in the sheet side of the form.
* Send the above form to Social Media to get it posted asking for requests from our attendees
* Start looking for guests, email them asking about availability & prices
* Start building your Liaison Team, if you don’t already have one.

==11-5 months before convention==
* Continue looking for guests, responding to emails.
* Continue building your Liaison team.
* Ideally you’ll want to get contracts signed somewhere in this timeline.

==5 months before convention (if needed can extend into 4 & 3 months before)==
* At this point you should have contracts signed, and be working on panels
* Contracts Signed includes things like getting flights booked
* Send the Bios & Pics to SocialMedia@<convention email>, Webmaster@<convention email>, & place in the program guide drive folder (or email out).
* After the webmaster posts the information to the website (probably timed with Social Media) then validate the information on the convention website and notify webmaster@<convention email> of any changes or additions you would like.
* Request the convention dates off from work.

==2 months before convention==
* Remind guests of the upcoming convention, make sure everything is still on track.
* Create Info Sheets for the guests & the Liaisons.
* Info sheets should include flight info (to and from convention), day by day activity sheet, and any allergies the guest has.
* Panels should include Panel Names, Times, Room.
* Send info sheets to guests to validate the information and ensure all things are correct.
* Work on figuring out which liaison is assigned to which guest.

==1 month before convention==
* Send info sheets to liaisons so they can get familiar with the schedule of their guest. (This can be done as soon as the guests verify the info).
* Figure out who is picking up each guest from the convention.

==Month of convention==
* Make a shopping list for the greenroom needs based on the guests wants & allergies.
* Have the treasurer, or whomever has an official con card, either accompany you, or do the full shopping.
* It’s recommended that you use a bulk store if able (Sam’s Club, Costco, etc).
* '''A week before con''' you should verify with whomever is picking up guests that they are still on track to pick up said guest(s) from the airport.

==Liaison Head Responsibilities at Convention==
* Check in with all the guests, be available to help them, bring them places or stuff, etc.
* Make sure your Liaisons are ok and not dying.

==Liaison Responsibilities at convention==
* Stick to the guests unless they want you to go.
* Report to the Guest Liaison when you see them.
* Be a go-for for the guests
* Bring the guests to the locations they seek.
* Might be asked by the Guest Liaison Head to pick up your guest.
* Be available through your phone for when a guest wants to get in touch with you.